Equitrac Embedded for Sharp OSA. Setup Guide Equitrac Corporation

Equitrac Embedded for Sharp OSA 1.4 Setup Guide 2012 Equitrac Corporation

Equitrac Embedded for Sharp OSA Setup Guide Revision Date Revision List November 1, 2012 Updated for Equitrac Office/Express 4.2.5 Added Updated screen captures and information for USB Print and Landing Page options. May 17, 2012 Updated for Equitrac Office/Express 4.2.4 Added Sharp OSA3.5/4 MFP configuration procedure November 11, 2011 Updated for Equitrac Office/Express 4.2.3 July 8, 2011 Updated for Equitrac Office/Express 4.2.2 July 16, 2010 Updated for Equitrac Office/Express 4.2.0 January 8, 2010 Updated SSL/HTTPS communication information June 30, 2009 Updated for Equitrac Office/Express 4.1.1 Added Sharp OSA3 MFP configuration procedure January 29, 2008 March 19, 2007 Updated all installation and configuration content to reflect integration of embedded application within Equitrac Office/Express 4.0.3 without the use of IIS Draft document created for post Equitrac Office/Express 4.0.2 updates 2012 by Equitrac Corporation All rights to this document, domestic and international, are reserved by Equitrac Corporation. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise) without prior written permission of Equitrac. Trademarks Equitrac, Equitrac Express, Equitrac Office, and Follow-You Printing are registered trademarks of Equitrac Corporation. All other brands and their products are trademarks or registered trademarks of their respective holders, and should be noted as such. Symbols Used in This Guide The following symbols are used in the margins of this guide: Caution The accompanying text provides key information about a step or action that might produce unexpected results if not followed precisely. Note Warning The accompanying text provides cross-reference links, tips, or general information that can add to your understanding of the topic. Read the accompanying text carefully. This text can help you avoid making errors that might adversely affect program behavior.

Contents Contents 1 Introduction......................................................................... 5 Product Overview...................................................................................... 6 Requirements.......................................................................................... 6 System Requirements........................................................................................... 6 SSL/HTTPS Communication..................................................................................... 6 Supported MFPs........................................................................................ 6 Supported Card Readers................................................................................ 7 Additional Documentation.............................................................................. 7 List of Terms............................................................................................ 8 2 MFP and Server Configuration........................................................ 9 Configuring the Application on the Server.............................................................. 10 Licensing the Embedded Device........................................................................ 10 Configuring Printer Ports.............................................................................. 12 Add a New Printer in a TCP/IP Printer Port...................................................................... 12 Convert a TCP/IP Port to Equitrac Port with Wizard............................................................. 13 Add a New Printer on an Equitrac Printer Port.................................................................. 13 Creating and Configuring Embedded Devices........................................................... 15 Automatically Creating Embedded Devices.................................................................... 15 Manually Configuring Embedded Devices..................................................................... 15 Configuring a Specific Device........................................................................... 18 Billing code behavior......................................................................................... 19 Configuring Print Tracking............................................................................. 20 Print Tracking Through Equitrac Ports......................................................................... 20 Print Tracking Through the MFP Accounting Log............................................................... 21 Configuring Follow-You Printing........................................................................ 22 Enabling Release Keys................................................................................. 22 Configuring Authentication Prompts.................................................................... 23 Configuring Card Self-Registration...................................................................... 24 Preparing to Configure Sharp MFPs..................................................................... 25 Preparing to Configure the Embedded Application via a Web Interface.................................... 25 Configuring the Application on Sharp OSA2 MFPs....................................................... 26 Enable Follow-You Printing for Sharp OSA2 MFPs............................................................. 27 Configuring the Application on Sharp OSA3 MFPs....................................................... 28 Configure the OSA3 Follow-You Printing Application.................................................. 29 Equitrac Embedded for Sharp OSA Setup Guide 3

Contents Configuring the Application on Sharp OSA3.5 and OSA4 MFPs............................................ 30 Configure the OSA3.5 and OSA4 Follow-You Printing Application....................................... 31 Configuring a Biostore device........................................................................... 32 3 User Workflow..................................................................... 33 Using Sharp OSA2 and OSA3 MFPs...................................................................... 34 Using Follow-You Printing on OSA2 and OSA3 MFPs...................................................... 35 Using Sharp OSA3.5 and OSA4 MFPs..................................................................... 37 Using Follow-You Printing on OSA3.5 and OSA4 MFPs..................................................... 39 4 Equitrac Embedded for Sharp OSA Setup Guide

1 Introduction Topics Product Overview Requirements Supported MFPs Supported Card Readers Additional Documentation List of Terms Equitrac Embedded for Sharp OSA is included with the Equitrac Office/Express server software. When you install Equitrac Office/Express, the embedded application functions for Sharp OSA2, OSA3, OSA3.5 or OSA4 MFPs can be enabled through a series of configuration tasks. This document describes how to: Prepare the MFPs for the Equitrac Embedded application License and configure the Equitrac Embedded application for the server and MFPs Use the Equitrac Embedded application functions on the MFP screens In addition to this guide, ensure that you have any documentation related to your Equitrac product suite and for your MFP. This guide does not provide any information for third-party software (including databases) or operating system support. This guide assumes that you are installing the Equitrac products (servers and embedded applications) in a Windows network environment. Equitrac Embedded for Sharp OSA Setup Guide 5

Chapter 1: Introduction Product Overview Equitrac Embedded for Sharp OSA is an embedded application for select Sharp MFPs that enables secure document release and user access to MFP features through a custom user interface. Each Sharp OSA MFP communicates directly with the Equitrac Device Control Engine (DCE). This version of the Equitrac Embedded application supports release keys. Equitrac Embedded for Sharp OSA provides the following functionality: Authentication against Equitrac s Core Accounting Server (CAS) Secure printing, including Follow-You Printing and multi-server Follow-You Printing Copy tracking Scan tracking Fax tracking Support in Equitrac Office/Express version 4.2.5 Server-based licensing Requirements This version of Equitrac Embedded for Sharp OSA is compatible with Equitrac Office/Express version 4.2.5. If you are currently running Equitrac Office/Express lower than 4.2.5 please contact Equitrac support for an update. System Requirements To review the system requirements for the machine or machines hosting the Equitrac server components (Core Accounting Server and Device Control Engine), see the Equitrac Office or Equitrac Express Installation Guide. SSL/HTTPS Communication The SSL/HTTPS settings must be enabled in order for the MFP to communicate with DCE. To enable these settings, open the MFP Web Interface and navigate to Security Settings > SSL Settings. Supported MFPs For a list of Equitrac Embedded for Sharp OSA2, OSA3, OSA3.5 and OSA4 supported MFP models, visit http:/ /www.equitrac.com/sharp.html. The MFP installation and configuration requirements need to be set by a certified Sharp technician. Please contact you local Sharp sales representative for more information. 6 Equitrac Embedded for Sharp OSA Setup Guide

Chapter 1: Introduction Supported Card Readers For a list of Equitrac Embedded for Sharp OSA supported card readers models, visit http:// www.equitrac.com/card_readers.html. NOTE: HID card readers must be enabled on Sharp OSA 3.5/4 devices, and require additional setup that should be performed by a certified Sharp technician through the Simulation 55 mode at the device. Contact your local Sharp sales representative for more information. Additional Documentation In addition to this guide, ensure that you have any documentation related to your Equitrac product suite and for your MFP. This guide does not provide any information for third-party software (including databases) or operating system support. You may need to refer to one of the following documents when performing server-side configuration tasks. These documents are located on the Equitrac product CD s, and are installed automatically with any server-side component in the Program Files\Equitrac\Office or Express\Docs folder. Guide Equitrac Office/Express Planning Guide Equitrac Office Installation Guide Equitrac Express Installation Guide Equitrac Office Administration Guide Equitrac Express Administration Guide When to refer to this guide Before installing Equitrac Office or Express, use this guide to select the appropriate combination of product variables to support the needs of your institution or organization. Use this guide to perform an initial installation or upgrade. After installing Equitrac Office or Express, use this guide to configure advanced options for use on your campus or in your organization. Equitrac Embedded for Sharp OSA Setup Guide 7

Chapter 1: Introduction List of Terms Term Authentication Core Accounting Server (CAS) Device Control Engine (DCE) Device Routing Engine (DRE) Embedded Device Follow-You Printing Multi-server Follow-You Printing Print Tracking Primary PIN Secondary PIN Secure Document Release (SDR) Description The process of entering a primary and optional secondary personal identification number to gain access to a controlled MFP. Users can authenticate via a card reader, or through the MFP control panel. The Core Accounting Server is a core component of Equitrac Office/Express. This service controls the accounting database that stores all printer, user, department, transaction and balance information. The CAS also verifies users, calculates printing charges and assigns charges to an appropriate user or department. A core component of Equitrac Office/Express, the DCE communicates with terminals that control access to MFPs. A core component of Equitrac Office/Express, the DRE enables document flow from workstations to output devices. When a job is released, the DRE captures the job characteristics and communicates the characteristics to the CAS. Embedded is a generic term used by Equitrac for a device that allows access to the MFP. A secure printing feature that holds print jobs in a virtual print queue until the user pulls the print job to a selected device. A user can select a particular printer when they submit a print request, then walk to an entirely different compatible MFP and pull the job to that device. A secure printing feature that extends the Equitrac Follow-You functionality to allow users to view and release secure print jobs from different print servers. The ability to track the attributes of a released network print job. For example, number of pages, page size, color, etc. You can configure Equitrac Embedded for Sharp OSA to track printing through the embedded device or through an Equitrac Port. A sequence of numbers that act as a user ID to uniquely identify a user who wants to release a print job. The primary PIN can be entered on the MFP keypad. A sequence of numbers that act as a password when used in conjunction with a Primary PIN. After entering the Primary PIN, the user must enter the Secondary PIN code on a MFP keypad before the print job is released to a device. Secondary PINs are an optional configuration. An Equitrac Office/Express feature that holds network print jobs in a secure virtual print queue. Users must authenticate at an MFP to release jobs from the secure queue. The goal of secure printing is to ensure that proprietary information does not sit at an output device for public consumption. 8 Equitrac Embedded for Sharp OSA Setup Guide

2 MFP and Server Configuration Topics Configuring the Application on the Server Licensing the Embedded Device Configuring Printer Ports Creating and Configuring Embedded Devices Configuring Print Tracking Configuring Follow-You Printing Configuring Authentication Prompts Configuring Card Self-Registration Preparing to Configure Sharp MFPs Preparing to Configure the Embedded Application via a Web Interface Configuring the Application on Sharp OSA2 MFPs Configuring the Application on Sharp OSA3 MFPs Configuring the Application on Sharp OSA3.5 and OSA4 MFPs There are two levels of configuration required to enable the Equitrac Embedded application features on Sharp MFPs configuration at the MFP itself and on the Equitrac Office/Express server. MFP configuration includes setting the IP address of the Equitrac Device Control Engine (DCE) and downloading any required property files. Server-side configuration for the Equitrac Embedded application involves specifying whether you want copy control only, print release only, or both print release and copy control. Server-side configuration occurs in Equitrac s System Manager. Equitrac Embedded for Sharp OSA Setup Guide 9

Configuring the Application on the Server This section provides the procedure required to configure the embedded device through Equitrac Office/Express System Manager application. This workflow assumes you have already registered the physical device in System Manager and, if necessary, enabled secure printing at the print queue level, as detailed in the Equitrac Office or Equitrac Express Administration Guide. After you install the Equitrac Embedded application, the general server-side configuration workflow is as follows: 1 License the embedded device. 2 Register the embedded device in System Manager, assigning it to an existing MFP. 3 Configure embedded device details and device-level tracking options. 4 Configure global tracking options in System Manager. Licensing the Embedded Device You require one embedded device license for each physical SharpOSA MFP hosting the Equitrac Integrated application. Licensing requires a combination of a serial number and an activation code to enable each Equitrac Embedded device. Although the serial numbers are supplied with the software, you must also enter an activation code. You can enter this code automatically through an internet connection or manually by requesting the codes by telephone or e-mail. Regardless of the method used, follow the instructions below to apply licenses and activate components. 1 Open System Manager by selecting Start > All Programs > Equitrac Office/Express > System Manager. 2 In the Select accounting server dialog, click the Core Accounting Server (CAS) with which System Manager is associated, then click Connect. 3 Click the System Manager > Licensing link in the left pane. 4 Under Current tasks, click Add license. 5 When the product activation window opens, click Next to begin the activation process. 6 Enter the serial numbers for the components you want to activate. These serial numbers are supplied with your software. After you enter each number, click Add or Add multiple to add one or more serial numbers to the list. 7 When you have entered all the serial numbers, click Next. 8 Choose Automatic online activation or Manual activation, then click Next. NOTE: If you do not have a connection to both the Internet and CAS, choose Manual Activation. 9 For Manual activation, do the following: a b Contact Equitrac at http://www.equitrac.com/contact_us.html or by telephone to obtain the corresponding activation codes. After receiving the required activation codes, click Finish to continue. c On the Add licensing Information dialog box, enter the Activation code, and click Add. The activated software license appears in System Manager. 10 Equitrac Embedded for Sharp OSA Setup Guide

10 For Automatic online activation, do the following: a b c d In the Embedded device licensing screen, select Sharp from the Manufacturer list, then click Next. Follow the Activation wizard prompts to provide contact information. If you have already registered an Equitrac product, the Activation wizard fills the form with previously collected data. The Activation wizard displays a Collecting information... message while retrieving system data. If you want to omit technical details of your system, click the Technical Details button and select the information you do not want to transmit. You must transmit the following: Accounting server serial number Domain-qualified print server name Organization name as registered in Windows Fully-qualified server DNS name When the Activation wizard is ready to transmit the information, review the collected data. Choose whether to send optional data with your activation request. NOTE: The Activation wizard transmits the data using an HTTP connection to the Equitrac activation server. If the connection fails, the Activation wizard prompts for verification that you have configured the default gateway correctly, and that the Internet is accessible from this machine. You can retry or cancel the activation request at this point. If you cancel, the Activation wizard prompts you to use manual activation instead. e Once the Activation wizard sends the activation data and Equitrac returns the activation code, the Wizard automatically records the license activation in System Manager, and displays a summary of the activation results: Activation code Description Serial number Status (either Success, Invalid; the serial number and activation code is an invalid combination, or Denied; the serial number was valid but not accepted). If the License is Invalid If the status is Invalid, ensure that you entered all serial numbers and activation codes precisely. Each component requires a separate license unless you purchased a suite license. If the problem persists, contact the Equitrac Customer Support Center to resolve this problem. If the Serial Number is Denied If the status is Denied, the serial number may already be registered to a different system ID. Contact the Equitrac Customer Support Center to resolve this problem. Switch to the Assignment View in System Manager, to see the number of licenses purchased and the number of licenses used. Equitrac Embedded for Sharp OSA Setup Guide 11

Configuring Printer Ports Controlled Sharp MFPs must use an Equitrac Port (rather than standard TCP/IP ports) to enable secure printing. If you are configuring a secure print environment, ensure that your devices comply with this requirement. You can create Equitrac printer ports for new devices directly, or you can create standard TCP/IP ports first, and then convert them to Equitrac ports. Use the Equitrac Printer Conversion Wizard to convert from a TCP/IP port. Converting from TCP/IP to Equitrac ports allows them to be quickly converted back to TCP/IP ports to determine if errors within the print environment are due to the Equitrac server or the normal print environment. NOTE: The following procedures outline how to add a printer in a Windows environment. Equitrac Office/Express also supports Unix print servers. For printer setup details, refer to the Unix Print Server Guide. Add a New Printer in a TCP/IP Printer Port If you have existing devices already set up using TCP/IP ports, skip to Convert a TCP/IP Port to Equitrac Port with Wizard on page 13. NOTE: These instructions may be affected by the version of Windows you are running. 1 Using the standard Windows interface, open the Add Printer wizard. 2 Follow the prompts to add a local printer and create a new port. 3 Select Standard TCP/IP Port as the type of port you want to create and click Next. The Add Equitrac Printer Port wizard displays and you are prompted to ensure that the printer device is turned on, connected to the network, and properly configured. 4 Specify a Printer name or IP Address, and click Next. The wizard supplies a Port name based on the printer name or IP address. If another naming convention is preferred, rename the port accordingly. 5 Click Finish to complete the Standard TCP/IP Port Wizard. 6 Specify the Manufacture and printer model, and click Next. NOTE: If the DRE is a 64 bit server, we recommend loading the 32 bit driver to the server. This can expedite the process of adding print clients. 7 Specify the physical Printer name. This is the name of the device that is displayed in System Manager. 8 Complete the remaining steps in the Wizard, and select Yes when prompted to print a test page. 9 Review the details for this new port and device registration, and click Finish to close the Add Printer wizard, or Back to change any of the settings. 10 Confirm that the test page printed successfully. 12 Equitrac Embedded for Sharp OSA Setup Guide

Convert a TCP/IP Port to Equitrac Port with Wizard Use the Equitrac Printer Conversion Wizard to convert from a TCP/IP port. Converting from TCP/IP to Equitrac ports allows them to be quickly converted back to TCP/IP ports to determine if errors within the print environment are due to the Equitrac server or the normal print environment. 1 Select Start > All Programs > Equitrac Office/Express > Printer Conversion Wizard. 2 Click Next on the Welcome screen to continue with the conversion. 3 Set the Print server location to Local machine if the printers are on the same server where you are running the Printer Conversion Wizard, or use Remote server if the printers on are a different server such as a cluster environment. 4 Select Convert printers to use Equitrac Port. 5 Optional uncheck the Auto-discovery model option. 6 Click Next. 7 Select all of the printers to be converted, and click Next. 8 When the conversion process is complete, click Finish. 9 In the Printers and Faxes window, print a test page for EACH converted printer. 10 Confirm that the test page printed successfully. 11 Verify that the physical device and its corresponding printer port and print queue appear in System Manager > Devices. 12 Produce a Detailed activity by device report and verify that the test page appears in the report. See the Creating & Running Reports chapter in the Equitrac Office or Equitrac Express Administration Guide. Add a New Printer on an Equitrac Printer Port Alternately, you can create Equitrac printer ports for new devices directly, instead of creating and converting standard TCP/IP ports. 1 Using the standard Windows interface, open the Add Printer wizard. 2 Follow the prompts to add a local printer and create a new port. 3 Select Equitrac Port as the type of port you want to create and click Next. The Add Equitrac Printer Port wizard displays and you are prompted to ensure that the printer device is turned on, connected to the network, and properly configured. 4 Click Next and select Physical printer as your Device Type from the drop-down list. 5 Specify a Printer name or IP Address. The wizard supplies a Port name based on the printer name or IP address. If another naming convention is preferred, rename the port accordingly. 6 Click Next to continue with the port configuration options. The Port Configuration screen displays. The Detected device information displays automatically if the wizard is able to collect this data from the printer. Equitrac Embedded for Sharp OSA Setup Guide 13

7 Click Next and specify the Physical device name. This is the name of the device that is displayed within Equitrac Office/Express System Manager. 8 Review the details for this new port and device registration, and click Finish to close the Add Equitrac Printer Port wizard, or Back to change any of the settings. 9 Specify the Manufacture and printer model, and click Next. NOTE: If the DRE is a 64 bit server, we recommend loading the 32 bit driver to the server. This can expedite the process of adding print clients. 10 Complete the remaining steps in the Wizard, and select Yes when prompted to print a test page. 11 Confirm the Windows printer details and click Finish to exit the wizard, or Back to change settings as necessary. 12 Confirm that the test page printed successfully. 13 Verify that the physical device and its corresponding printer port and print queue appear in System Manager > Devices. 14 Produce a Detailed activity by device report and verify that the test page appears in the report. See the Creating & Running Reports chapter in the Equitrac Office or Equitrac Express Administration Guide. Adding a Printer through System Manager After setting up a printer with an Equitrac port, you can add the printer to System Manager. 1 Open System Manager and click Devices in the left pane. 2 Right click anywhere in the right pane and select Add physical device or click on Add Physical Device under Current tasks in the left pane. 3 Enter a Name, Hostname or IP address, and Description for the physical device. 4 Select the Manufacturer and Model from the drop-down lists. 5 Click OK to save the configuration settings. 14 Equitrac Embedded for Sharp OSA Setup Guide

Creating and Configuring Embedded Devices There are two methods of registering Sharp OSA MFPs as devices in System Manager: Through automatic creation (the default method) By manual registration and configuration Automatically Creating Embedded Devices Equitrac Office/Express automatically creates Equitrac Embedded devices assuming you have enough licenses available and have already configured the device with the location of Equitrac s Device Control Engine (DCE). When you connect an MFP that hosts the Equitrac Embedded application to the network and turn it on, the application automatically looks for the DCE. The DCE can provide a license confirmation to the device, as well as pass the device information to System Manager. After a successful connection and licensing approval, the embedded application appears in the System Manager > Devices listing. Manually Configuring Embedded Devices Use the System Manager > Devices link to manually configure an embedded device that is associated with a single physical device. This configuration also includes enabling secure document release (SDR) and release behaviors, as well as copy, scan and fax access, on a per-mfp basis. NOTE: You need only perform these steps if you want to alter the values generated when the device was autocreated. Any default values work, and can be left as is. The following procedure assumes you have already registered the physical device hosting the Equitrac Embedded application within System Manager. For details on performing this procedure, see the Equitrac Office or Equitrac Express Administration Guide. Equitrac Embedded for Sharp OSA Setup Guide 15

1 Open System Manager and select Devices in the left pane to display the devices registered in System Manager. 2 Expand the device to reveal its embedded device, and then double click the embedded device to open its Embedded device configuration dialog: 3 Enter a Name and Description for the embedded device. 4 Specify the Server hosting the DCE associated with this physical and embedded device. 5 The Type and Serial number for the device are populated when the device is auto-created. 6 Select the Card Reader HID decoding from the drop-down list. For details on HID decoding, see the Equitrac Office or Equitrac Express Administration Guide. 7 Click Pricing to configure pricing at the controller interface level. You should apply a default price list or a price list for each applicable function on the MFP. For details on configuring price lists, see the Equitrac Office or Equitrac Express Administration Guide. NOTE: To configure the Equitrac Embedded application to use the price list for the associated device, select the default price list. If you select an alternate price list for the Equitrac Embedded application, the alternate price list overrides the device setting. 8 To override the default tracking options for the particular device, click the link beside Tracked activities. In the Embedded device configuration dialog, select the Override default tracking options checkbox to select the options you want track, and click OK. 9 If you have defined Rule sets in System Manager, select one from the drop-down list to apply to this embedded device. For more information on creating rule sets, see the Equitrac Office or Equitrac Express Administration Guide. 10 Offline access is not supported for Sharp OSA. All options behave the same as None. 11 Select a Prompt for billing code option from the drop-down list. These options allow you to configure billing codes on a per device level. For more information on globally configuring billing code prompts, see the Equitrac Office or Equitrac Express Administration Guide. Default This option uses the global billing code settings configured in Equitrac System Manager. 16 Equitrac Embedded for Sharp OSA Setup Guide

Prompt This option prompts the user for a billing code even if billing code prompts are not enabled globally. Do not prompt This option disables the billing code prompts even if they are enabled globally. 12 Select the Enable secure document release checkbox to enable the Follow-You Printing feature. Specify how the Equitrac Embedded application will handle the Release behavior for documents at the device: Prompt Prompts the user to select the Print button to access the Follow-You Printing feature as part of the login process. Release all at login Releases all queued documents for the current user automatically after login. NOTE: Do NOT enable secure document release for OSA3 devices. If enabled, the OSA2 Follow-You Printing prompt is displayed at login, and the user cannot access to the OSA3 Follow-You Printing standalone application. 13 From the Landing Page drop-down list, select the Landing Page behavior for this device: Select Default to use the system defaults designated in System Manager. Select Hide Landing Page to bypass the Equitrac Embedded options screen and proceed directly to the last function used. Note you can return to all Embedded functions by selecting the OSA menu item. NOTE: Depending upon your setup, hiding the landing page may have implications where billing code entry when using Follow-You Printing is concerned. For detailed information about the behavior of PCC under these circumstances, see Configuring a Specific Device on page 18. Select Show Landing Page to display the Equitrac Embedded options after login. 14 In the Bypass section click the Override default bypass options checkbox and then select the device functions (e.g. BW Copy, Color Copy, Fax and Scan) that will override the global settings at the device. 15 Click OK to save the configuration changes. The Sharp OSA device and the Equitrac Embedded interface appear in the System Manager listing. Equitrac Embedded for Sharp OSA Setup Guide 17

Configuring a Specific Device You can configure any particular device to override specific the global device settings in system manager: 1 Open System Manager and select Configuration > Devices > Embedded devices. 2 Select Sharp OSA 3.5 (for OSA 3.5 & 4 devices) from the Device type drop-down list. 3 Select the Hide landing page checkbox to bypass the initial landing/menu screen on the device display and proceed directly to the last function used. Note that depending on the licensing in place, you can return to all Embedded functions by selecting the OSA menu item. 4 Select the Devices are configured to double-count oversized pages checkbox to indicate that devices will not double-count oversized pages. 5 Enter Login timeout (Seconds) value. By default, this value is 30. If no value is provided, or a value of 0 is given, the default of 30 is used. 6 In the Bypass section, select the device functions that will be available to the "Bypass" user at the device. NOTE: If no device functions are selected, then the Bypass button does not appear on the device Login screen. However, the functions can be made available on a per device level by setting the Override default bypass options in the embedded device dialog box for the specific device. If the bypass override is selected, then the Bypass button is selectable the device Login screen. See Creating and Configuring Embedded Devices on page 15 to override the global bypass settings. 7 Click OK to save the settings. 18 Equitrac Embedded for Sharp OSA Setup Guide

Billing code behavior If a billing code is required to release print jobs, the behavior of the device can change if you opt to hide the landing page, either at the system or device level. Furthermore, some functionality is license-dependant. The following table illustrates the settings and subsequent behavior of the device: Bypass Landing Page Billing Prompt for Copier Follow-You Printing (FYP) Result Off n/a n/a The user sees the landing page after login. Off n/a FYP is turned on and Prompt option is selected. Billing prompt for job release is turned On On Off FYP is turned on and Prompt option is selected. The user sees the landing page after login. If there are print jobs waiting, the billing code displays if the user selects the "Release All" button on the landing page. The user bypasses the landing page and proceeds to the native device copier page directly after login. To access Follow You Printing, the user must subsequently select it. Note: This is not applicable for Europe if no AMX2 license key is used. On Off FYP is turned on and Release all at login option is selected. On On FYP is turned on and Prompt option is selected. The user bypasses the landing page. Documents will be released before the user proceeds to the native device copier page. The user bypasses the landing page. Before the user can proceed to the native device copier page, the billing code page displays and if billing codes are configured as mandatory, the user must enter a billing code. Note: This is not applicable for Europe if no AMX2 license key is used. On On FYP is turned on and Release all at login option is selected. The user bypasses the landing page. Documents are released before the user proceeds to the native device copier page. However, before the user can proceed to the native device copier page, the billing code page displays and if billing codes are configured as mandatory, the user must enter a billing code. Equitrac Embedded for Sharp OSA Setup Guide 19

Configuring Print Tracking There are two methods to track printing: through Equitrac ports or through the MFP Accounting Log. Read the descriptions below to determine the appropriate print tracking setup for your site or institution. Print Tracking Through Equitrac Ports When the DRE is set to track printing, it gathers details when the user prints. When a job is released, the DRE forwards these details to CAS based on the job characteristics determined by the Port monitor. 1 Launch System Manager and click Devices. 2 Click on the Physical device to open the Physical device summary dialog. 3 In the Settings area, ensure Track and record print transaction on this device is selected from the Tracking behavior drop-down list. This is the default setting. 4 Click OK to save the changes. 5 Navigate to Configuration > Devices > Embedded devices. 6 Select Sharp OSA (for OSA 2 & 3 devices) or Sharp OSA 3.5 (for OSA 3.5 & 4 devices) from the Device type drop-down list. 7 Click on the link beside Tracked activities to open the Embedded device configuration dialog. 8 Ensure that Print is NOT selected, then click OK to close the dialog, and click OK again to save the changes. 20 Equitrac Embedded for Sharp OSA Setup Guide

Print Tracking Through the MFP Accounting Log If you wish to track printing based upon the information gathered by the MFP s Accounting log instead of through the Equitrac port you should configure the following: 1 Launch System Manager and click Devices. 2 Click on the Physical device to open the Physical device summary dialog. 3 In the Settings area, select Do not track or record print transactions on this device is selected from the Tracking Behavior drop-down list. This is the default setting. 4 Click OK to save the changes. 5 Navigate to Configuration > Devices > Embedded devices. 6 Select Sharp OSA (for OSA 2 & 3 devices) or Sharp OSA 3.5 (for OSA 3.5 & 4 devices) from the Device type drop-down list. 7 Click on the link beside Tracked activities to open the Embedded device configuration dialog. 8 Ensure that Print is selected, then click OK to close the dialog, and click OK again to save the changes. CAUTION: When print tracking from the MFP you must set the Tracking behavior to Do not track or record print transactions on this device on the Physical device summary screen, and select the Print checkbox on the Embedded device configuration dialog. Failure to set these options results in double tracking or no tracking. Equitrac Embedded for Sharp OSA Setup Guide 21

Configuring Follow-You Printing Follow-You Printing extends the basic functionality of secure printing by allowing a user to release a print job to other compatible devices in the organization. Even if you deployed multiple DRE print servers each of which manages a separate set of devices you can configure Equitrac Office/Express to allow printing across multiple print servers. For example, a user who works in two different buildings can submit a print job from their computer in Building A, and while on the way to a meeting in Building B, they can walk up to any predefined MFP (with the embedded application installed on it) and "pull" the job to the device which then prints the job. If you want to deploy the Equitrac Embedded application in a single-server or a multi-server Follow-You Printing environment, do the following: 1 Enable secure printing on each MFP. Secure printing enables the Equitrac print queue that holds jobs until they are released at the embedded device by a valid user. 2 Create and manage Pull groups. To allow users to release print jobs to multiple compatible devices with the Equitrac Embedded application, you must create Pull groups, then add each physical device to a Pull group. 3 Configure the Follow-You print settings. Determine the site where you want Follow-You Printing to be accessible from, and choose whether the print job is priced based on its properties before or after it is released. 4 Enable multi-server Follow-You to allow users to direct jobs across multiple servers. (optional) This option enables users to retrieve Follow-You print jobs on a device connected to a different CAS and DCE/ DRE server. NOTE: See the Advanced Printing Configuration chapter in the Equitrac Office or Equitrac Express Administration Guide for details on configuring secure printing, Follow-You Printing, and pull groups. Enabling Release Keys Release key is an Equitrac Express feature that lets users assign a key value to their documents when they submit print requests. Users can also assign a release key to a print job allowing other users to walk up to any embedded device, and print any jobs in the queue that were submitted using that release key. The job is tracked and charged to the user releasing the job, not the user who assigned the release key. When prompted for a release key at an embedded device, users are required to enter the same alpha-numeric key value used at print time to release a job from the secure print queue. To enable release key prompts on the embedded device, do the following: 1 Open System Manager, and navigate to Configuration > User interaction > Session flow. 2 Select Prompt for release key in the Other prompts section if release keys are to be enabled. 3 Click OK, to save the setting. 22 Equitrac Embedded for Sharp OSA Setup Guide

Configuring Authentication Prompts The user authentication prompts on the MFP login screen are determined by the Equitrac Office/Express configuration. 1 Open System Manager and navigate to Configuration > Security and authentication > User authentication. 2 Select one of the following Authentication options from the Input type drop-down list: Card swipe only Users authenticate with a swipe card. Card swipe or keypad entry Users authenticate with a swipe card or at the MFP front panel. Keypad only Users authenticate at the MFP front panel 3 Select one of the following options from the Secondary prompt drop-down list: Always If the user has a PIN2 configured, it must be entered via the keyboard after they swipe their card. If PIN2 available This option does not apply to Sharp OSA devices. If selected, this behaves as the Always option. If PIN2 available or keyboard login This option does not apply to Sharp OSA devices. If selected, this behaves as the Always option. Never Secondary PIN is not required. Only with keyboard login User must enter a secondary PIN if they entered their primary PIN via the keyboard (rather than with a swipe card). This option prevents users from typing in someone else s primary PIN while still allowing valid users to login without a card. NOTE: If a change is made to the Prompt for secondary PIN option, then you must re-initialize the device in order to enable the new selection. Equitrac Embedded for Sharp OSA Setup Guide 23

4 In the Card setup area, enter the data start and stop positions in the Use data from position. For details on entering HID decoding parameters, refer to the Using PageCounters chapter in the Equitrac Office or Equitrac Express Administration Guide. 5 Select Auto-register primary PINs if you want users to register an unrecognized swipe card for future use. See Configuring Card Self-Registration on page 24 for details. 6 Click OK to save the changes. For more details on configuring user authentication options refer to Accounts System Configuration in the Equitrac Office or Equitrac Express Administration Guide. Configuring Card Self-Registration If you want users to self-register their swipe cards, you must enable this option in System Manager. When a user swipes an unregistered card for the first time at an MFP, they are required to login with valid User ID and Password. The User ID must already exist in CAS, or in the External authority defined to allow self-registration. The Password comes from one of the defined external authorities. 1 Open System Manager and navigate to Configuration > Security and authentication > User authentication. 2 Depending upon your setup, select Card swipe only or Card swipe or keypad entry from the Input type dropdown list. 3 Select Always or Only with keyboard login from the Secondary prompt drop-down list. The If PIN2 available and If PIN2 available or keyboard login options are not supported by Sharp OSA devices, and will function as Always if selected. 4 Select the Auto-register primary PINs checkbox. Optionally, you can select Register as alternate PIN to record the PIN as the alternate PIN instead of the primary PIN. 5 Select one or more Authentication mechanisms: Equitrac Office/Express PINs Select to connect an Equitrac print account with login information. External user ID and password Select to verify all user information outside of Equitrac. Equitrac Office/Express PIN with external password Select if users swipe their cards for identification, and must also enter their domain user account password. Equitrac cross-checks the database for the corresponding Equitrac account name, then verifies the credentials against the selected external authority for network logon. 6 Click OK to save the changes and close the User authentication dialog box. 7 Navigate to Configuration > Security and authentication > External authentication and select an External authority Windows, NetWare or LDAP. Refer to External User Authentication in the Equitrac Office or Equitrac Express Administration Guide for more details on setting up an external user authentication method. The next time the user swipes the card, their account information is automatically associated with the card, and they can login without manually entering their user credentials. However, if Secondary prompt is set to Always in System Manager, and secondary PINs are set as required or the user has a secondary PIN stored in their profile, the user must enter the PIN or an external authority password after they swipe their card. 24 Equitrac Embedded for Sharp OSA Setup Guide

Preparing to Configure Sharp MFPs After installing the Equitrac Office/Express server software, you can configure any supported Sharp MFP for the Equitrac embedded application functionality. Before configuring an MFP, consult the MFP documentation and complete the following preparation tasks: 1 Ensure that the time zone is configured correctly on the MFP. If the time zone is incorrect, Equitrac Embedded transaction times will report incorrectly. 2 Obtain the IP address or DNS name for the Equitrac Office/Express Device Control Engine (DCE) server. 3 Confirm the MFP administrator authentication credentials (System Manager ID/system password and SMS password). NOTE: To configure the Equitrac Embedded application, you must have administrative access to both the MFP and to the system hosting the Equitrac server components (including valid Windows network credentials with assigned administrative rights). In many cases, the administrative credentials on the MFP are different from the Windows system credentials. Preparing to Configure the Embedded Application via a Web Interface Configuring the Equitrac Embedded application through a web interface enables you to register the application with selected Sharp MFPs from the Equitrac server. Before configuring an MFP through a web interface, complete the following preparation tasks: 1 Ensure that all Equitrac services are running before configuring the Equitrac Embedded application. 2 Obtain the IP address of the Sharp MFP. This is used to access the web interface to perform the MFP-specific configurations. 3 Obtain the IP address or DNS name of the Equitrac DCE server. 4 Ensure that the MFP is connected to the network. Use the MFP web configuration pages to configure items on the Equitrac Embedded application, such as changing the IP address of the Equitrac DCE or downloading updated property files, such as language files. If you wish to use the enhanced Equitrac embedded Follow-You Printing environment, then you need to create an External Accounting Application specific to the OSA platform. Equitrac Embedded for Sharp OSA Setup Guide 25

Configuring the Application on Sharp OSA2 MFPs Sharp OSA2 can run on AR-series and MX-series MFPs. However, there are some differences in the configuration web pages between the two MFP series, and these differences are noted in the procedures where relevant. To configure the Equitrac embedded application on OSA2 MFPs, do the following: 1 Open a Web browser and enter http://<mfp IP address> in the Address field. 2 Log in with your Admin credentials when prompted. On the AR-series MFP web configuration page, select Admin mode and then log in to the application. On the MX-series MFP web configuration page, you must log in first before accessing the administrative features. 3 For the AR-series, navigate to Network Setup > External Application Setup, and select External Accounting. Or For the MX-series, navigate to Application Settings > External Application Settings > External Accounting Application Settings. 4 Select Enable from the External Account Control drop-down list. 5 Select the Set Authentication Server (Server 1) checkbox. NOTE: The External Account Control and Set Authentication Server options must both be enabled on all supported Sharp MFPs for the configuration to take effect. This locks the MFP and prevents access to document features without going through the Equitrac Embedded application. 6 Specify the Application Name of the external accounting application. 7 Specify the IP Address for the Application UI: https://<dce IP address>:4941/public/dce/sharp/ui/logon.aspx NOTE: The Equitrac Embedded for Sharp OSA has an optimized workflow to minimize screen touches during the log in process. However, certain OSA2 devices may lock up when using various workflows with this optimization. If the device is experiencing lock-ups, use the following alternate URL configuration to remove the optimization. https://<dce IP address>:4941/public/dce/sharp/ui/logon.aspx?mode=2 If the optimization is removed, some additional screen touches during the log in process are required, however it will eliminate any issues with device lock-ups. 8 Specify the IP Address for the Web Service: https://<dce IP address>:4941/public/dce/sharp/authentication 9 Enter a Timeout value (in seconds) to determine the length of inactivity the user has before being logged out. 10 Click Submit(U) to save the application settings. 11 Click Reboot Now(C) to validate the settings. After you have created the External Accounting Application, then you can use System Manager to enable the Sharp OSA2 embedded device for secure document release. 26 Equitrac Embedded for Sharp OSA Setup Guide

Enable Follow-You Printing for Sharp OSA2 MFPs To enable Follow-You Printing in on Sharp OSA2 MFPs, do the following: 1 Open System Manager and select Devices. 2 Select the Sharp embedded device to open the Embedded device dialog. 3 Select the Enable secure document release checkbox. 4 Select a Release behavior from the drop-down list. Prompt Prompts the user to select the Follow-You button as part of the login process. Release all at login Releases all queued documents for the current user automatically after successful login. 5 Click OK. NOTE: Enabling secure document release (SDR) at the embedded device level disables the global Prompt for billing code after user authentication option set in System Manager > Configuration > User interaction > Session flow. SDR and Prompt for billing code at login cannot be used at the same time. Equitrac Embedded for Sharp OSA Setup Guide 27

Configuring the Application on Sharp OSA3 MFPs To configure the Equitrac embedded application on OSA3 MFPs, do the following: 1 Open a Web browser and enter http://<mfp IP address> in the Address field. 2 Log in with your Admin credentials when prompted. 3 Navigate to Application Settings > External Application Settings > External Accounting Application Settings. 4 Select Enable from the External Account Control drop-down list. 5 Select the Set Authentication Server (Server 1) checkbox. NOTE: The External Account Control and Set Authentication Server options must be enabled on all supported Sharp MFPs for the configuration to take effect. This locks the MFP and prevents access to document features without going through the Equitrac Embedded application. 6 Specify the Application Name of the external accounting application. 7 Specify the IP Address for the Application UI: https://<dce IP address>:4941/public/dce/sharp/ui/logon3.aspx 8 Specify the IP Address for the Web Service: https://<dce IP address>:4941/public/dce/sharp/authentication 9 Enter a Timeout value (in seconds) to determine the length of inactivity the user has before being logged out. 10 Click Submit(U) to save the application settings. 11 Click Reboot Now(C) to validate the settings. After you have created the External Accounting Application, then you can configure the OSA3 Follow-You Printing application. 28 Equitrac Embedded for Sharp OSA Setup Guide

Configure the OSA3 Follow-You Printing Application To configure OSA3 Follow-You Printing through as a standalone interface, do the following: 1 Open a Web browser and enter http://<mfp IP address> in the Address field. 2 Login to the Sharp MFP home page with your Admin credentials. 3 For the AR-series, navigate to Network Setup > External Application Setup, and select Standard Application. Or For the MX-series, navigate to Application Settings > External Application Settings > Standard Application Settings. 4 Click Add(Y) to open the Standard Application Registration page. 5 Specify the Application Name (e.g. OSA3 Follow-You). 6 Specify the IP Address for the Application UI as: https://<dce IP address>:4941/public/dce/sharp/ui/followyou.aspx 7 Enter a Timeout value (in seconds) to determine the length of inactivity the user has before being logged out. 8 Click Submit(U) to save the application settings and return to the Standard Application Settings page. 9 Select the Application Name checkbox and click Update(R) to enable the Follow-You Printing on the OSA3 device. 10 Logout of the device web interface. Equitrac Embedded for Sharp OSA Setup Guide 29

Configuring the Application on Sharp OSA3.5 and OSA4 MFPs To configure the Equitrac embedded application on OSA3.5/4 MFPs, do the following: 1 Open a Web browser and enter http://<mfp IP address> in the Address field. 2 Log in with your Admin credentials when prompted. 3 Navigate to Application Settings > External Application Settings > External Accounting Application Settings. 4 Select Enable from the External Account Control drop-down list. 5 Select the Set Authentication Server (Server 1) checkbox. NOTE: The External Account Control and Set Authentication Server options must be enabled on all supported Sharp MFPs for the configuration to take effect. This locks the MFP and prevents access to document features without going through the Equitrac Embedded application. 6 Specify the Application Name of the external accounting application. 7 Specify the IP Address for the Application UI: https://<dce IP address>:4942/public/dce/sharposa4/ui/login.xslt 8 Specify the IP Address for the Web Service: https://<dce IP address>:4942/public/dce/sharposa4/authentication 9 Enter a Timeout value (in seconds) to determine the length of inactivity the user has before being logged out. 10 Click Submit(U) to save the application settings. 11 Click Reboot Now(C) to validate the settings. 30 Equitrac Embedded for Sharp OSA Setup Guide

After you have created the External Accounting Application, then you can configure the OSA3.5/4 Follow-You Printing application. Configure the OSA3.5 and OSA4 Follow-You Printing Application To configure OSA3.5/4 Follow-You Printing as a standalone interface, do the following: 1 Open a Web browser and enter http://<mfp IP address> in the Address field. 2 Login to the Sharp MFP home page with your Admin credentials. 3 Navigate to Application Settings > External Application Settings > Standard Application Settings. 4 Click Add(Y) to open the Standard Application Registration page. 5 Specify the Application Name (e.g. Follow-You). 6 Specify the IP Address for the Application UI as: https://<dce IP address>:4942/public/dce/sharposa4/ui/followyou.xslt 7 Enter a Timeout value (in seconds) to determine the length of inactivity the user has before being logged out. 8 Click Submit(U) to save the application settings and return to the Standard Application Settings page. 9 Select the Application Name checkbox and click Update(R) to enable the Follow-You Printing on the OSA3.5 or OSA4 device. 10 Logout of the device web interface. Equitrac Embedded for Sharp OSA Setup Guide 31

Configuring a Biostore device Sharp devices can be configured for use with fingerprint scanning devices. This is an additional feature available through the Campus Card Connector, and requires its own license to enable. 1 Open System Manager and navigate to Configuration > Network Environment > Campus card interface. The Campus card interface dialog opens: 2 From the list of Interfaces, select Valuecard interface, then click Configure... The Valuecard interface dialog opens: 3 Accept the default settings by clicking OK, then OK again to close the Campus card interface dialog. 32 Equitrac Embedded for Sharp OSA Setup Guide

3 User Workflow Topics Using Sharp OSA2 and OSA3 MFPs Using Follow-You Printing on OSA2 and OSA3 MFPs Using Sharp OSA3.5 and OSA4 MFPs Using Follow-You Printing on OSA3.5 and OSA4 MFPs This section describes the workflow for users wanting to access the available Equitrac Embedded features on a Sharp OSA MFP. This includes the following features: Printing Secure document release Copying Scanning Sending or receiving faxes Equitrac Embedded for Sharp OSA Setup Guide 33

Chapter 3: User Workflow Using Sharp OSA2 and OSA3 MFPs A user session begins when the user provides valid credentials at the MFP. Once logged in, users can manage documents in the secure document release (SDR) print queue or access any of the other MFP features, such as copying, scanning, sending or receiving faxes. To start a user session on the MFP, do the following: 1 On the Start Login screen, press OK to open the soft keyboard, 2 Swipe your card or enter your user credentials, and press OK. If Enable secure document release is configured in System Manager with Release all at login as the Release behavior, then all queued documents for the current user are automatically released after successful login without opening the Follow-You Printing screen. 3 If Prompt for billing codes after user authentication is configured in System Manager, enter the billing code and press OK. If Enable secure document release is configured in System Manager with Prompt as the Release behavior, you can press Print&Go to release all the documents in the queue and automatically log out of the user session, or you can press Print to open the Follow-You Printing screen. See Using Follow-You Printing on OSA2 and OSA3 MFPs on page 35 for document release options. If you log in to use the native MFP functions, you must end the user session and log back in to print documents using Follow-You Printing. The Equitrac Embedded application does not enable all features in one session. 34 Equitrac Embedded for Sharp OSA Setup Guide

Chapter 3: User Workflow Using Follow-You Printing on OSA2 and OSA3 MFPs Users can use Follow-You Printing to release documents held in the print queue associated with the user s account from any device within a predefined pull group, which is connected to the particular print server. To release a secure document, do the following; 1 On the Start Login screen, swipe your card or enter your user credentials, and click OK. 2 Press the Print button to open the Follow-You Printing screen and to display a list of your documents held in the secure print queue. Or 3 If you are using the OSA3 Follow-You Printing standalone application, touch the OSA button on the device to go to the OSA3 Follow-You screen. OSA2 The Follow-You Printing screen is different for OSA2 and OSA3. OSA3 OSA3 has the following additional options: Force monochrome on the screen that allows the user to force a color job to print in black & white. Extra copies selection that allow the user to print additional copies of a print job. Equitrac Embedded for Sharp OSA Setup Guide 35

Chapter 3: User Workflow 4 From the Follow-You Printing screen, you can use the on-screen buttons to perform the following functions: Function Print Select All More Exit Print & Save Delete Server Description Prints the selected documents and deletes them from the list. Selects all documents in the list, after which you can press Print, or More to access the Print & Save or Delete functions. Changes the menu buttons to provide access to a second set of document management functions. Exits the print session and returns to the prompt screen, allowing access to other MFP features. Prints the selected documents but saves the documents on the print server, allowing them to be printed again another time. Removes the selected documents from the print queue without printing them. Displays a list of authorized network print servers. The default server option communicates with any DCE server that defines this MFP. If available, select an alternate print server from the server list. The screen refreshes the document list with documents from the alternate print server queue associated with your login credentials. It will not add remotely-queued documents to an existing list of documents queued locally under your ID. Note: If multiserver Follow-You is not enabled, you will only see the local server listed. For multiserver Follow-You Printing configuration information, see Advanced Printing Configuration in the Equitrac Office or Equitrac Express Administration Guide. Back Returns to the first screen of document management buttons (Print, Select All, More and Exit). 36 Equitrac Embedded for Sharp OSA Setup Guide

Chapter 3: User Workflow Using Sharp OSA3.5 and OSA4 MFPs A user session begins when the user provides valid credentials at the MFP. Once logged in, users can manage their documents in the secure print queue through the Follow-You Printing application, or access any of the other MFP features, such as copying, scanning, sending or receiving faxes. To start a user session on a OSA3.5/4 MFP, do the following: 1 On the Login screen, the user swipes their card to directly access the Main Landing screen, or they enter their user credentials using the soft or hard keyboard at the MFP, and then touch Login. If System Manager is configured to prompt for Secondary PIN, the user may need to enter a Password. Users without login credentials can touch Bypass to access all of the MFP functions except Follow-You Printing. Any transactions made by this "Bypass" user will appear in the database against an "Unidentified" account. NOTE: If the Bypass feature is not enabled in System Manager, then the Bypass button does not appear on the device Login screen. See Configuring a Specific Device on page 18. NOTE: The MFP can be configured to open a soft keyboard when the User ID/Password field is touched, or to use the pull-out hard keyboard below the touch screen. See the MFP documentation to set up the keyboard options. 2 On the Main Landing screen, the user can select one of the following functions: Follow-You Printing to select and print documents from the secure print queue. See Using Follow-You Printing on OSA3.5 and OSA4 MFPs on page 39. Release all their queued documents automatically without using Follow-You Printing. Note the user is prompted for a billing code if the setup demands it. Equitrac Embedded for Sharp OSA Setup Guide 37

Chapter 3: User Workflow Copier to access the native MFP functions. If System Manager is configured to Prompt for billing code after user identification (at copiers) the user may need to enter a billing code before they can access the copy, scan and fax functions. 38 Equitrac Embedded for Sharp OSA Setup Guide

Chapter 3: User Workflow Using Follow-You Printing on OSA3.5 and OSA4 MFPs Users can use Follow-You Printing to release documents held in the print queue associated with the user s account from any device within a predefined pull group, which is connected to the particular print server. Multi-Server Follow-You Printing allows users to select any remote print server accessible to the device within a predefined pull group, and pull documents for printing. This is useful if the user has printed documents to different print servers, and wants to print them at the same device. To release a secure document, do the following; 1 On the Login screen, the user swipes their card or enters their user credentials and touches Login. If System Manager is configured to prompt for Secondary PIN, the user may need to enter both User ID and Password. 2 On the Main Landing screen, touch Follow-You Printing. If the landing screen is bypassed, the user can return to it by selecting the OSA menu item, if licensing and configuration allow. For more details, see Billing code behavior on page 19. 3 If System Manager is configured to prompt for a release key on the device, the user must enter a Release key and click OK to continue. Release key is an Express feature, and does not apply to Equitrac Office users. 4 The Follow-You Printing screen opens with a list of the user s documents held in the secure print queue. When a document is selected from the list, the user account and job details are displayed on the screen. Equitrac Embedded for Sharp OSA Setup Guide 39

Chapter 3: User Workflow 5 On the Follow-You Printing screen the user can perform the following functions: Function Print Print & Save Delete Select All Server Description Prints the selected documents and deletes them from the list after release. Prints the selected documents but saves the documents on the print server, allowing them to be printed again another time. Removes the selected documents from the print queue without printing them. Selects all documents in the list, after which the user can press Print, Print & Save or Delete. Displays a list of authorized network print servers. The default server option communicates with any DCE server that defines this MFP. If available, select an alternate print server from the server list. The screen refreshes the document list with documents from the alternate print server queue associated with the login credentials. It will not add remotely-queued documents to an existing list of documents queued locally under the user ID. Note: If multiserver Follow-You is not enabled, only the local server is listed. For multiserver Follow- You Printing configuration information, see Advanced Printing Configuration in the Equitrac Office or Equitrac Express Administration Guide. Refresh Copier Refreshes the list of documents. Exits the Follow-You Printing screen and opens the native MFP functions screen for copying, scanning and faxing. Note: The user can return to the Follow-You Printing application by touching the OSA button at the top of the screen. The user can toggle between these two functions indefinitely within a user session. Logout Logs out of the current user session, and returns to the Login screen. Note: If the user returns to the Follow-You Printing screen after using the native copier functions, the Logout button no longer appears on the screen, and the user must press the Logout hardkey to end their session. Number of Copies Force Monochrome Sets how many copies of the document to print. Touch the (+) and (-) buttons to change the number of copies for the selected print job. Forces a color job to print in black & white. 40 Equitrac Embedded for Sharp OSA Setup Guide

Chapter 3: User Workflow 6 If System Manager is configured to Prompt for billing code at job release, the user must provide a billing code to release the print job(s). If a Billing code is required, do the following: a b c d Enter a Billing Code in the field and touch OK to continue with job release. Or Enter a search criteria in the field and touch Search. The screen updates with a list of codes that match your search criteria. Use the Up/Down arrows to browse through billing codes if they span multiple pages. If configured, select whether the job is Billable or not. This option determines if the transaction is billed to a user, group, or department, or if it is only entered into the system for reporting purposes. Select the correct Billing Code and continue with job release. NOTE: If an account is configured with only one available billing code to charge against, and billing codes are required, then that code is automatically selected and the Billing Code screen does not appear. 7 Touch Logout to end the user session. Equitrac Embedded for Sharp OSA Setup Guide 41